© 2018 Nova Southeastern University Revised: February 2020
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Table of Contents
INTRODUCTION ..................................................................................................................................... 4
SECTION 1: ADMISSION PRIORITIES & BATCH CLASSES .............................................................. 5
1.1 Admission Priorities ....................................................................................................................... 5
1.2 Admission Batch Classes (used in Accent Capture)..................................................................... 6
SECTION 2: FINANCIAL AID PRIORITY & BATCH CLASSES ........................................................... 7
2.1 Financial Aid Priorities ................................................................................................................... 7
2.2 Financial Aid Batch Class (used in Accent Capture) .................................................................... 8
SECTION 3: SCANNING PROCESSES ................................................................................................ 9
3.1 Scanning in Ascent Capture .......................................................................................................... 9
3.2 Scanning in UniSearch InterActiveXL ......................................................................................... 13
3.3 Adjusting Scanned Documents ................................................................................................... 16 3.3.1 Adjusting In Ascent Capture - Replacing Pages ....................................................................................... 16 3.3.2 Adjusting In Ascent Capture - Inserting Pages ........................................................................................ 17 3.3.3 Adjusting In Ascent Capture - Deleting Pages ......................................................................................... 18 3.3.4 Adjusting in UniSearch InterActiveXL...................................................................................................... 18
SECTION 4: SERVICE APPLICATIONS ............................................................................................. 22
4.1 Running of HPD NSU Application Report with new Service App ............................................... 22
4.2 Running of HPD Service Application Report with new NSU App ............................................... 23
4.3 Revised HPD Service Applications ............................................................................................. 24
4.4 Imaging Service Applications ...................................................................................................... 24
SECTION 5: DAILY PRINT .................................................................................................................. 28
5.1 World Education Services (WES) ............................................................................................... 28
5.2 GMAT Test Scores ...................................................................................................................... 30
5.3 Electronic Transcripts .................................................................................................................. 31 5.3.1 Navy Transcripts...................................................................................................................................... 31 5.3.2 Parchment Exchange .............................................................................................................................. 33 5.3.3 eSCRIP-SAFE ............................................................................................................................................ 37 5.3.4 The National Student Clearinghouse ...................................................................................................... 39 5.3.5 University Links ....................................................................................................................................... 42
SECTION 6: LAW APPLICATIONS ..................................................................................................... 44
6.1 Printing Electronic Law Applications ........................................................................................... 44
EPS SCANNING PROCEDURE MANUAL How to Use This Manual
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SECTION 7: ORPHAN REPORT ......................................................................................................... 46
7.1 Researching Orphans ................................................................................................................. 46
7.2 Un-orphaning Orphan Documents .............................................................................................. 48
SECTION 8: SYSTEM ISSUES AND REPORTING PROCEDURE .................................................... 50
8.1 System issues ............................................................................................................................. 50
8.2 Reporting Issues ......................................................................................................................... 50 8.2.1 Reporting Computer Issues: .................................................................................................................... 50 8.2.2 Reporting Internal Software Program Issues: ......................................................................................... 51 8.2.3 Reporting other issues ............................................................................................................................ 51
SECTION 9: APPENDICES.................................................................................................................. 52
Appendix A: Epssystems Templates................................................................................................. 52
Appendix B: Admissions Document Scanning Cheat Sheet (in Accent Capture) ............................ 53
Appendix C: Financial Aid Scanning Cheat Sheet (in Accent Capture) ............................................ 55
Appendix D: Folder Names ............................................................................................................... 57
EPS SCANNING PROCEDURE MANUAL Introduction
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Introduction
The intent of this Manual is to provide you with EPS Scanning department procedures needed to complete the department’s workload. It has been developed as a resource and reference for EPS (Enrolment Processing Specialist) assistants, Leads and Supervisors. The policies within this Manual are easily listed and easily accessed via the Contents page. This Manual will be updated as required, as our business evolves and grows. This manual is not a standalone resource, therefore mandatory training is necessary.
S e c t i o n 1 : L i s t s t h e p r i o r i t i e s a n d b a t c h c l a s s e s f o r A d m i s s i o n t y p e d o c u m e n t s .
S e c t i o n 2 : L i s t s t h e p r i o r i t y a n d b a t c h c l a s s e s f o r F i n a n c i a l A i d t y p e d o c u m e n t s .
S e c t i o n 3 : U s e d f o r s c a n n i n g b o t h A d m i s s i o n s a n d F i n a n c i a l A i d d o c u m e n t s i n A c c e n t C a p t u r e a n d InterActiveXL. I n a d d i t i o n t o , h o w t o a d j u s t d o c u m e n t s .
S e c t i o n 4 : U s e d f o r r u n n i n g a n d p r o c e s s i n g S e r v i c e A p p l i c a t i o n s .
S e c t i o n 5 : U s e d f o r p r o c e s s i n g e v a l u a t i o n s , e l e c t r o n i c t r a n s c r i p t s a n d t e s t s c o r e s .
S e c t i o n 6 : E x p l a i n s t h e L a w A p p l i c a t i o n p r i n t i n g p r o c e s s .
S e c t i o n 7 : E x p l a i n s t h e s t e p s f o r u n o r p h a n i n g o r p h a n d o c u m e n t s .
S e c t i o n 8 : S y s t e m a n d R e p o r t i n g p r o c e d u r e s f o r i s s u e s .
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Section 1: Admission Priorities & Batch Classes
P o l i c y
A l l A d m i s s i o n d o c u m e n t s a r e t o b e s c a n n e d u n d e r t h e c o r r e c t b a t c h c l a s s a n d p r i o r i t y d a i l y .
1 . 1 Ad m i s s i o n P r i o r i t i e s
P r o c e d u r e
The following chart is a list of the various Admission type documents, the priorities and some of the acronyms in brackets:
PRIORITIES ADMISSION DOCUMENT TYPE
PRIORITY 1 Law Applications
PRIORITY 2
(Color) Official & Unofficial Transcripts (OTRAN & UTRAN)
(Black & White) Official & Unofficial Transcripts (OTRAN & UTRAN)
(Black & White) High School Official & Unofficial Transcripts (OHSTR & UHSTR)
Official & Unofficial Evaluations (ODEVAL & UDEVAL)
PRIORITY 3 Letter of Recommendation (LOR)
PRIORITY 4 Test Scores (TSTSCR)
PRIORITY 5
Miscellaneous (MISC)
Law Package (PAC)
International Transcripts (INTPAC)
DEGREE WORKS
Back File Storage Application (BF_STOR_APP)
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1 . 2 A d m i s s i o n B a t c h C l a s s e s ( u s e d i n A c c e n t C a p t u r e )
P r o c e d u r e
The following chart shows the Batch Class under which an Admission type document is scanned:
BATCH CLASS ADMISSION DOCUMENT TYPE
ADMIT-DOCTYPE
Priority 1- Law Applications only
(Black & White) Official & Unofficial Transcripts
(Black & White) High School Official & Unofficial Transcripts
Official & Unofficial Evaluations
Priority 3 - Letters of Recommendation
Priority 4 - Test Scores
Priority 5 - All documents except Back File Storage Application
ADMIT-COMAPP Common Applications
ADMIT-ROYAPP Royal Applications
ADMIT-EABAPP Applications
ADMIT-TRANSCRIPT (Color) Official & Unofficial Transcripts only
Note: Refer to Appendix B in Section 9 for specific scanning instructions for Admission
Documents.
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Section 2: Financial Aid Priority & Batch Classes
P o l i c y
A l l F i n a n c i a l A i d d o c u m e n t s a r e t o b e s c a n n e d u n d e r t h e c o r r e c t B a t c h C l a s s a n d p r i o r i t y d a i l y .
2 . 1 F i n a n c i a l A i d P r i o r i t i e s
P r o c e d u r e
The following chart is a list of the various Financial Aid documents, the priority and some of the acronyms in brackets:
PRIORITIES FINANCIAL AID DOCUMENTS
PRIORITY 1 Financial Aid Image Documents
Incomplete Documents (INC)
Release of Information (ROI)
PRIORITY 5 Financial Aid Image & Store Documents
Transcript Request (TR)
Bursar Documents
Degree Applications (DA)
Student Transaction Form (STF)
Data Change Form (DOC)
Unusual Enrolment History Form (UEHF)
International Documents (INT)
Federal College Work Study (FCWS)
DEMAIL
ENVER
Subpoenas (SUBP)
Veteran Affairs (VA)
Registrar (REG)
Miscellaneous (MISC)
Bursar Direct Deposit
Cashier Sessions
Finance
BOSSCARS (Vehicle Information)
GCS Documents (Collection Letters)
Change of Grades (COG)
Transfer Credit Course Equivalency (TCCE)
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2 . 2 F i n a n c i a l A i d B a t c h C l a s s ( u s e d i n Ac c e n t C a p t u r e )
P r o c e d u r e
The following chart shows the Batch Class under which a Financial Aid document is scanned:
BATCH CLASS FINANCIAL AID DOCUMENT
SFSR-DOCTYPE
Financial Aid Image Documents
Incomplete Documents
Release of Information
SFSR-BYPASS
Financial Aid Image & Store Documents
Transcript Request
Bursar Documents
Degree Applications
Student Transaction Form
Data Change Form
Unusual Enrolment History Form
International Documents
Federal College Work Study
DEMAIL
ENVER
Subpoenas
Veteran Affairs
Registrar
CASHIER Bursar Cashier Sessions
SFSR-BURSAR Bursar Direct Deposit Forms
SFSR-GCS GCS Documents
BOSSCARS BOSSCARS
FINANCE Finance
Note: Refer to Appendix C in Section 9 for specific scanning instructions for Financial Aid.
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Section 3: Scanning Processes
P o l i c y
A l l A d m i s s i o n a n d F i n a n c i a l A i d d o c u m e n t s a r e s c a n n e d i n A s c e n t C a p t u r e ( K o f a x ) a n d o r I n t e r a c t i v e . A l l b a t c h e s a r e c h e c k e d f o r s t a p l e s a n d p a p e r c l i p s , i n a d d i t i o n t o s t r a i g h t n e s s , r o t a t i o n a n d c l a r i t y . I f n e c e s s a r y , d o c u m e n t s a r e r e s c a n n e d o r a d j u s t e d t o r e a c h b e s t p o s s i b l e i m a g e . E a c h b a t c h s h o u l d c o n t a i n r o u g h l y 5 0 d o c u m e n t s w i t h n o m o r e t h a n 1 2 0 p a g e s . C o m p l e t e d b a t c h e s a r e t a k e n i n t o Q u a l i t y C o n t r o l a n d p u t o n t h e a p p r o p r i a t e c a r t .
3 . 1 S c a n n i n g i n As c e n t C a p t u r e
P r o c e d u r e
1. Select document (located in labeled cubbies)
2. Locate the nearest scanning machine
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3. Ensure that all documents are facing up with barcode at the top left or right corner of the first
page.
4. Open Ascent Capture (icon located on desktop)
5. Select appropriate Batch Class and or Priority from drop-down menu;
Note: refer to Appendix B or C in Section 9
6. Click ‘Scan’ button;
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Note: If paper jam occurs, open the machine (press grey button located above the tray)
and carefully pull out the paper. To avoid missing pages, pay close attention to the last page
scanned before the paper jam.
7. After scanning, under Batch Contents, highlight the batch date and time; press * (located on
keyboard) to open the documents.
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8. Check each document for the following:
a. Barcode or No SID
b. Official/Unofficial stamp
c. Ensure SSN and or DOB is partially hidden
d. School stamp
Note: The above must be present on the first page only.
9. To move through the documents to ensure they were scanned correctly, press the
(located on keyboard)
Note: If pages need to be rotated press [ ] (located on keyboard). If a document is found
within the current batch that belongs to another batch or priority, delete the document (see
section 3.3) and remove it from the physical batch. Scan the document under the correct
batch.
10. Under Batch Information click “Print Cover Page” button (located at the bottom left hand
corner).
Note: Use the printed cover page as the cover page for the current batch. If the cover
page was not already printed, refer to Batch Manager (icon located on desktop) and manually
write down the correct time, batch class, document count and priority on a blank piece of
paper.
11. Press Ctrl+L; Select “yes” to close out batch.
12. Carry batches over to Quality Control Department and put on the respective priority shelf.
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3 . 2 S c a n n i n g i n U n i S e a r c h I n t e r Ac t i v e X L
Note: The following documents are to be scanned in UniSearch only:
I. Change of Grades (COG) II. Transfer Credit Course Equivalency (TCCE)
III. Back File Storage Application (BF_STOR_APP)
P r o c e d u r e
1. Click on UniSearch icon (located on desktop)
2. Enter username and password
3. Source should be defaulted to Fujitsu fi-5900C with VRS with AIPE; Select OK
4. On task bar, open folder icon
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5. On the create Cache screen, select “New or Open File”
6. Select eps-share(\\oit-nas) (M:), from the “Look in” drop down menu
a. Select Indexing, DE, Degree Conferral folder
b. Select IMAGE & STORE
c. Select appropriate folder based on document type, (see Appendix D in Section 9)
d. Save file name as doctype name & number (e.g. COG1, COG2…); Click open
7. On the create Cache screen, select “Scan”
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8. Take document from labelled cubby and place on tray
Refer to subsection 3.1: steps 1 to 3
9. Fill out the cover sheet; place sheet in front of batch
10. Place completed batch in the “Image & Store” basket located in Data Entry.
Return to Table of Contents
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3 . 3 Ad j u s t i n g S c a n n e d D o c u m e n t s
3.3.1 Adjusting In Ascent Capture - Replacing Pages
P r o c e d u r e
1. Review batch, remove specific page (s) from physical batch to be replaced
Note: Pay close attention to where the pages were taken from, to avoid putting them back
in the wrong order.
2. Load tray with specific page(s)
Note: Refer to subsection 3.1: steps 1 to 3
3. Next to the ‘Scanning Source’ field, click “Edit Scan Source Settings”
4. In Source Properties under the Color Mode drop down menu, select “Grey Scale” and press OK
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5. Under Batch Content, right click on the specific page(s) to be replaced and select the
“Replace” option
6. Add replaced page back to the physical batch. Ensure it is in the correct place.
3.3.2 Adjusting In Ascent Capture - Inserting Pages
1. Find missing page from the physical batch
Note: Pay close attention to where the pages were taken from, to avoid putting them back
in the wrong order
2. Load tray with specific page(s)
Note: Refer to subsection 3.1: steps 1 to 3
3. In ‘Scanning Source’ field, click “Edit Scan Source Settings”
4. Load tray with missing page(s)
5. Under Batch Content, right click on the area in which page (s) need to be inserted and select
“Insert” option
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6. Add Inserted page(s) back to the physical batch. Ensure it is in the correct place
Note: If inserting pages at the end of the last batch, click “Scan All” alone (double arrow icon)
3.3.3 Adjusting In Ascent Capture - Deleting Pages
1. Review batch and remove specific page (s) from physical batch.
2. Under Batch Content, right click on the page (s) to be deleted and select “delete” option.
Note: Pages are only to be deleted if: it is in the wrong batch class or priority and if any of
step 8 identifiers under subsection, 3.1 are missing.
3. Rescan deleted document correctly.
3.3.4 Adjusting in UniSearch InterActiveXL
1. Click on UniSearch icon
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2. Log in with username and password
3. Click file tab; select database list
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4. Select appropriate database
5. Click binocular icon on taskbar; Search for specific document using any field
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6. Open the specific document; see chart below for specific adjustment instructions
ADJUSTMENT INSTRUCTIONS
APPEND
1. Update Mode should be on Append status
2. Scroll to the last page using arrows
3. Load tray with specific document
Refer to subsection 3.1: steps 1 to 3
4. Click “Scan All”; Click save
INSERT
1. Update Mode should be on Insert status 2. Scroll to place to be inserted 3. Load tray with specific document 4. Click “Scan All”; Click save
REPLACE
1. Update Mode should be on Replace status 2. Scroll to the image to be replaced 3. Load tray with specific document 4. Click “Scan All”; Click save
Return to Table of Contents
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Sect ion 4: Service Appl icat ions
P o l i c y
T h e S e r v i c e A p p l i c a t i o n R e p o r t s h o u l d b e d o n e f i r s t t h i n g i n t h e m o r n i n g o n a d a i l y b a s i s . A l l S e r v i c e A p p l i c a t i o n s a r e p r o c e s s e d u s i n g M T I e P r i n t ( N o p h y s i c a l p a p e r c o p i e s a r e p r o d u c e d ) .
P r o c e d u r e
4.1 Running of HPD NSU Application Report with new Service App
P r o c e d u r e
1. Go to Start Menu: click on Computer
2. Select eps-share (\\oit-nas) (M:)
3. Click on EPS Reports folder
4. Select HPD NSU Application.mdb access file
5. Click on Run HPD NSU Application Report ( NSU App with new Service App)
6. Enter the appropriate date range
CURRENT DAY DATE RANGE
Monday Friday to Sunday
Tuesday Monday to Monday
Wednesday Tuesday to Tuesday
Thursday Wednesday to Wednesday
Friday Thursday
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7. Enter Banner username and password
8. Click ok
4 . 2 Running of HPD Service Application Report with new NSU App
P r o c e d u r e
1. Open start menu and select Computer
2. Select eps-share (\\oit-nas) (M:)
3. Click on EPS Reports folder
4. Select HPD NSU Applications. mdb access file
5. Click on Run HPD Service Application Report (Service App with new NSU App)
6. Enter the appropriate date range
CURRENT DAY DATE RANGE
Monday Friday to Sunday
Tuesday Monday to Monday
Wednesday Tuesday to Tuesday
Thursday Wednesday to Wednesday
Friday Thursday
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7. Enter Banner username and password
8. Click ok
9. After the report is generated, print and email to mail & research
4 . 3 Revised HPD Service Applications
P r o c e d u r e
1. A file is emailed to [email protected] for each individual SAPP program with revised
data.
2. This file is forwarded to the AMS so they can determine which applicants need a revised
service application.
3. Once those applicants are found, AMS sends an updated file to [email protected] with
all the applicants that require a revised service application.
4 . 4 I m a g i n g S e r v i c e Ap p l i c a t i o n s
1. Go to https://caspa2013.webadmit.org/session/new
2. Login with username and password
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3. In the drop down menu select appropriate service application portal
4. Under Applicants field select Search
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5. In appropriate fields enter last and first name from the service application report
6. Click Search
7. Under Name & AADSAS ID click on Student’s Name
8. Under the Documents tab, click Full Application PDF
9. Redact all SSN and Birth Years
10. Print the Service Application using MTIePrintColor
11. Make sure the (Jobs) drop down is on ADMIT-SAPP
12. Place Nova ID in the Banner ID field.
13. Select correct Doc Type (ESAPP or RESAPP)
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14. Select the College that is associated with the service application. If there is a service
application that has no college in the drop down, leave it as Not Applicable.
15. Click Lookup (F9)
16. Use the right and left arrows along with the rotation keys to go through every page and make
sure all documents look right. Blank pages can be deleted.
Return to Table of Contents
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Section 5: Daily Print
P o l i c y
O n a d a i l y b a s i s t h e f o l l o w i n g d o c u m e n t s m u s t b e p r i n t e d : W E S a n d E l e c t r o n i c T r a n s c r i p t s . T h e y a r e t o g i v e n t h e a p p r o p r i a t e O f f i c i a l E P S S y s t e m s s t a m p a n d p r o c e s s e d w i t h i n t h e 2 4 h r d e a d l i n e .
5 . 1 W o r l d E d u c a t i o n S e r v i c e s ( W E S )
P r o c e d u r e
1. Go to https://www.wes.org/accesswes/Pages/Logon.aspx
2. Login with username and password
3. Under Filter field, click By Status drop down menu and select completed
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4. Scroll to the bottom of screen under the Status Desc.,
a. If there is a completed file that is bold green, select the file to download,
i. Print
ii. Stamp with “EPS Systems OFFICIAL”
iii. If there is more than one WES, crisscross them
iv. Place in Research – Misc. basket located in Mailroom
b. If no completed file is in bold green, then logout
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5 . 2 G M AT T e s t S c o r e s
P r o c e d u r e – D o n e e v e r y M o n d a y
1. Go to https://www2.pearsonvue.com/affiliate/reporting/gmac/LoginPage.htm
2. Login with username and password
3. Select Score Report Tab, then click on Select All
4. Click Next and print a screenshot of the populated screen (Note: tick off date printed)
5. Under View List, click the magnify glass icon to proceed to printing the test scores.
a. Compare using previous week’s GMAT screen shot for dates that were not already
printed
b. Print should be done single sided
c. Stamp each Test score with the EPS Official stamp
6. Place in Research – Misc. basket located in Mailroom
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5 . 3 E l e c t r o n i c T r a n s c r i p t s
The following are transcripts received:
5.3.1 Navy Transcripts
P r o c e d u r e
1. Go to https://jst.doded.mil/smart/signIn.do;jsessionid=U5KugFWZ4k1rsYTRRvWsEEIkVDFjEBW5YNipLlfVdNpgSrviZONT!-1484840830
2. Login with username and password
3. Select View Only Transcripts link
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4. If there is no Y under Status, click on Print PDF to print
a. Stamp with EPS official stamp
b. Place in Research – Misc. basket located in Mailroom
5. If Status is Y, log out
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5.3.2 Parchment Exchange
P r o c e d u r e
1. Go to https://exchange.parchment.com/d/member
2. Login with username and password
3. Click on “All” which will check off all the boxes. Then click “Route”.
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4. Click on the Default Web Download checkbox then click on Route to Destination.
5. Click “Close:
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6. Click on the blue cube.
7. Click on “Process”
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8. Click on the file
1. Print and move the Authenticity Sheet to the back of that record and stamp each transcript
“EPS Systems Official” on the first page.
9. Place in Research – Misc. basket located in Mailroom
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5.3.3 eSCRIP-SAFE
P r o c e d u r e
2. Go to https://escrip-safe.com/login
3. Login with username and password
4. Check all records under Received Transcripts
5. Click on Print Batch
6. Under Print Jobs click download
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7. Open file
8. Select download, print (single side)
9. For each record in a batch, move the Authenticity Sheet to the back of that record
10. On the first page of the transcript only (i.e. page 1) add the EPS Official Stamp
11. Place each record in crisscross manner
12. After the Batch is complete, place in Research – Misc. basket located in Mailroom
13. Log out
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5.3.4 The National Student Clearinghouse
1. For email notifications with a link:
a. Upon receiving notification, click on the link provided
b. Login with username and password
Note: in the case that the email notification was sent to a personal email address,
then use that email to login.
c. Click submit
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d. Click Download Transcript; click Open
e. In the populated screen, select the first PDF available
f. Login with the username and password provided
Note: the username can be found in the same email as the link. However, the
password can be found in a separate email.
g. Print the document
h. On the first page of the transcript only (i.e. page 1) add the EPS Official stamp
i. Place in Research – Misc. basket located in Mailroom
j. Log out
2. For email notification without a link:
a. Upon receiving an email notification, click
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b. Go to
https://ftps.nslc.org/human.aspx?OrgID=1467&Arg12=filelist&Arg06=699246080
c. Login with EPS username and password
d. Look for the bold record and under Actions select Download.
e. Print the document
f. To return back to the record screen, double click the back arrow.
g. Repeat step C to D, if necessary
h. On the first page of the transcript only (i.e. page 1) add the EPS Official stamp
i. Crisscross each printed record if necessary, place in Research – Misc. basket located
in Mailroom and log out
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5.3.5 University Links
P r o c e d u r e
1. Upon receiving the email notification; click the link provided
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2. Click Next
3. Return to Outlook and wait for email with generated password
4. Copy (Ctrl + C) the generated password
5. Paste (Ctrl + V) the password into Passcode field.
6. Click Download and click open
7. Print
8. Place Authenticity page to back of record
9. Stamp first page with EPS Official stamp
10. Place in Research – Misc. basket located in Mailroom
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Section 6: Law Applications
P o l i c y
O n a d a i l y b a s i s , l a w a p p l i c a t i o n s a r e p r i n t e d f r o m t h e p o r t a l .
6 . 1 P r i n t i n g E l e c t r o n i c L a w Ap p l i c a t i o n s
P r o c e d u r e
1. Go to https://aces2.lsac.org/Membership/Signout.aspx
2. Click on Search Tab, hover over applicants and select Applicant Document
3. In the Last and First name fields enter applicant’s information
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4. Click Search
5. Locate EAPP for applicant and click View
6. Print document (Note: do not print beyond Certification)
7. Give printed applications to the Mail & Research department with Nova ID’s.
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Section 7: Orphan Report
P o l i c y
E v e r y d a y d o c u m e n t s t h a t h a v e n o N o v a I d ’ s ( o r p h a n s ) a r e r e s e a r c h t o f i n d a m a t c h i n g N o v a I d w i t h i n t h e s y s t e m .
7 . 1 R e s e a r c h i n g O r p h a n s
P r o c e d u r e
1. The daily orphan report will be printed by the Systems team every day and placed in a folder
labeled Daily Orphan Reports.
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2. In UniSearch InterActiveXL, search applicant by First and Last name; look for document that
has the status “ORPHAN”
There are multiple screens in banner that can be used to find a matching NSU ID to support
a document. They include: GUIALTI, SOAIDNS and GUISRCH.
3. All documents must have at least two or three matching criteria before un-orphaning a
document.
The matching criteria include: SSN Name Date of Birth (DOB) Mailing Address Email Telephone Number Web application ID
GUIALTI – SSN, ID, Last and First Name, Middle Name and DOB. This screen should be used if
the document only has a name, a full or partial SSN, DOB and or alternate ID.
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SOAIDNS – ID, Last and First Name, Middle Name, DOB, Address and Telephone. This screen
should be used if the document has a mailing address, telephone number and or a full or
partial DOB.
GUISRCH – Additional ID, Email and Telephone. This screen should be used if the document
has an email.
7 . 2 U n - o r p h a n i n g O r p h a n D o c u m e n t s
If a NSU ID was found to match the document, go to UPO
1. Click on the “Orphan Review” tab.
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2. Put in the Last and First name of the student, then click search.
3. Verify that, the populated record (s) is the document to be un-orphan by looking at the Doc
Type, SSN and Date.
4. Under Actions; click “Update UniSearch”
5. Put in the NSU ID of the applicant you wish to match the file too and click “OK”, this will un-
orphan it.
6. When report has been completed, shred.
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Section 8: System Issues and Reporting
Procedure
P o l i c y
P r o c e d u r e
8 . 1 S y s t e m i s s u e s
The most common issues handled by the EPS systems team, include the following:
All issues are to be reported using the following structure.
Staff will email all issues to [email protected].
All emails will follow the appropriate Systems Form; see Appendix A.
Systems Supervisor and Lead will look into all emails and advise when issue is resolved.
8 . 2 R e p o r t i n g I s s u e s
8.2.1 Reporting Computer Issues:
Computer issues such as Outlook or operations issues are to be reported to [email protected].
The following information will be needed in order to process a work order:
Explain the issue in detail using the Systems Form.
Detailed action performed at the time of the issue, if any.
Please provide a screen shot (Alt & PrtScr), if possible, for work orders.
Computer Hardware issues e.g. Mouse not working, Computer making a unsual sound, PC move request etc
BANNER Issues
UPO or UNISearch Interactive XL Issues
Outlook Issues
Missing Service Applications
Degree Application
e.g. DA needs to be moved, deleted or reloaded
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8.2.2 Reporting Internal Software Program Issues:
Program issues are reported depending on the program;
Banner: ESS System Team
UPO, NetSearch, UniSearch Interactive XL and Kofax: OIIT Imagining Department
Outlook, QAS: OIIT
Access Report Issues: ESS System Team
The following information will be needed in order to process a work order for the programs mentioned
above:
Program that is causing the issue.
Detailed action being taken at the time of the issue. (e.g., In UPO, clicked on Data Entry
menu and received Error 500)
Provide a screen shot, if possible. Please indicate the correct outcome for action being taken.
(e.g., after clicking Data Entry menu, the program should route to the available admission
applications in the system to be worked on).
** A detailed explanation of the issue reported is important in order for it to be researched and
resolved by our support team. **
8.2.3 Reporting other issues
Miscellaneous issue request such as: missing Service Applications, Degree Application needing to be
moved, deleted or reloaded, are to be emailed to [email protected].
The correct template must be used and the 24 hr. turn around dead line will apply to these issues as
well.
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Section 9: Appendices
A p p e n d i x A : E p s s y s t e m s T e m p l a t e s
Hello, Please be advised of the following (Systems/Computer) Issues. - Description of Issue (Be Specific): - Program/Programs being affected: - Number of people affected: - Screen shots: Thank you for your assistance; please feel free to contact us if you have any questions.
Hello, Please be advised of the following (Service Application) Issues. - Nova ID and Name: - Description of Issue (Be Specific): - Service Application (if checkbox does not work, please highlight SAPP requested):
CASPA ☐ ADDSAS ☐ PASS ☐ AACOMAS ☐ PHARMCAS ☐ OPTOMCAS
☐ OTCAS ☐ PTCAS ☐
- SAAADMS screen present (if checkbox does not work, please highlight): YES ☐ NO ☐
- Date of corresponding NSU App: mm/dd/yr. Thank you for your assistance; please feel free to contact us if you have any questions. Regards, (NAME)
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A p p e n d i x B : A d m i s s i o n s D o c u m e n t S c a n n i n g C h e a t S h e e t ( i n A c c e n t C a p t u r e )
ADMIT DOCUMENT BATCH CLASS PRIORITY QUALITY CHECKS
Generic Applications
[White Cover page]
ADMIT-GENNAPP
1 Barcode, School
Stamp, Time Stamp,
Paid Stamp (Optional)
SSN & DOB partially
blocked out
Regular Applications
[Yellow Cover page]
ADMIT-DOCTYPE
1 Barcode, School
Stamp, Time Stamp,
Paid Stamp (Optional)
SSN & DOB partially
blocked out
Black & White
Transcripts
[OTRAN & UTRAN]
ADMIT-DOCTYPE
2 Time Stamp, Official OR Unofficial Stamp, Barcode Duplicate backs will be deleted except for the last one
Official Evaluations
[ODEVAL]
ADMIT-DOCTYPE
Note: In Name field put _ODEVAL
e.g. 10/5/2005 4:25:16
PM_ODEVAL
2 Time Stamp, Official
Stamp, Barcode
Unofficial Evaluations
[UDEVAL]
ADMIT-DOCTYPE
Note: In Name field put _UDEVAL
e.g. 10/5/2005 4:25:16
PM_UDEVAL
2 Time Stamp,
Unofficial Stamp,
Barcode
Official Color
Transcripts
[OTRAN]
ADMIT-TRANSCRIPTS
Note:
From Doctype dropdown menu
select OTRAN
2 Time Stamp, Official
Stamp, Barcode
Scan documents face
down into Machine
only
Unofficial Color
Transcripts
[UTRAN]
ADMIT-TRANSCRIPTS
Note:
From Doctype dropdown menu
select UTRAN
2 Time Stamp,
Unofficial Stamp,
Barcode
Scan documents face
down into Machine
only
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Letters Of
Recommendation
[LOR]
ADMIT-DOCTYPE
3 Time Stamp &
Barcode
Test Scores
[TSTSCHR]
ADMIT-DOCTYPE
4 Time Stamp, Official
Stamp, Unofficial
Stamp, Barcode
Verification Code= Official
Miscellaneous Docs
[MISC]
ADMIT-DOCTYPE
5 Time Stamp &
Barcode
Service Application
[SAPP]
ADMIT-DOCTYPE
Note: In Name field put _SAPP
e.g. 10/5/2005 4:25:16 PM_SAPP
5 Hand Stamp, Barcode,
Program Stamp
(optional)
SSN & DOB partially
blocked out
International
Transcripts
[INTPAC]
ADMIT-DOCTYPE
Note: In Name field put _INTPAC
e.g. 10/5/2005 4:25:16
PM_INTPAC
5 Time Stamp, Barcode,
International Stamp
(optional), Unofficial
Stamp
DEGREE WORKS ADMIT-DOCTYPE
Note: In Name field put _DEGREE
WORKS
e.g. 10/5/2005 4:25:16
PM_DEGREE WORKS
5 Time Stamp, Barcode
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A p p e n d i x C : F i n a n c i a l A i d S c a n n i n g C h e a t S h e e t ( i n A c c e n t C a p t u r e )
FINANCIAL AID DOC. BATCH CLASS & ADDITIONS AID YEAR QUALITY CHECKS
Fin Aid Image
SFSR-DOCTYPE
Note: In Name field put _1314FINAID
e.g. 10/5/2005 4:25:16 PM_FINAID1314
1617 /
1718
Barcode
Hand Stamp
Aid Year Box Stamp
Incomplete Doc.
SFSR-DOCTYPE
Note: In Name field put _INC1314
1617 /
1718
Barcode
Hand Stamp
Incomplete Stamp
Release Of Information SFSR-DOCTYPE
Note: In Name field put _ROI 0000
Barcode
Hand Stamp
Fin aid Image & Store
SFSR-BYPASS
Note: In Name field put__1314FINAID
e.g. 10/5/2005 4:25:16 PM_1314FINAID
1314/1415
Barcode
Hand Stamp
Aid Year Box Stamp
Transcript Request
SFSR-BYPASS
Note: In Name field put _TR 0000
Barcode
Hand Stamp
Bursar SFSR-BYPASS
Note: In Name field put _BURSAR 0000
Barcode
Hand Stamp
Degree Applications SFSR-BYPASS
Note: In Name field put _DA 0000
Barcode
Hand Stamp
Student Transaction Form SFSR-BYPASS
Note: In Name field put _STF 0000
Barcode
Hand Stamp
Data Change Form SFSR-BYPASS
Note: In Name field put _DOC 0000
Barcode
Hand Stamp
Unusual Enrolment History
Form
SFSR-BYPASS
Note: In Name field put _UEHF1314 1617/1718
Barcode
Hand Stamp
International Doc. SFSR-BYPASS
Note: In Name field put _INT 0000
Barcode
Hand Stamp
Federal College Work
Study
SFSR-BYPASS
Note: In Name field put _FCWS1314 0000
Barcode
Hand Stamp
DEMAIL SFSR-BYPASS
Note: In Name field put _DEMAIL 0000
Barcode
Hand Stamp
ENVER SFSR-BYPASS
Note: In Name field put _ENVER 0000
Barcode
Hand Stamp
Subpoenas SFSR-BYPASS
Note: In Name field put _SUBP 0000
Barcode
Hand Stamp
Veteran Affairs SFSR-BYPASS
Note: In Name field put _VA1314 1617/1718
Barcode
Hand Stamp
Registrar SFSR-BYPASS
Note: In Name field put _REG 0000
Barcode
Hand Stamp
Miscellaneous SFSR-BYPASS
Note: In Name field put _MISC 0000
Barcode
Hand Stamp
Bursar Direct Deposit SFSR-BURSAR Barcode
Hand Stamp
Cashier Sessions CASHIER Barcode
Finance FINANCE Barcode
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BOSSCARS BOSSCARS Barcode
GCS Doc. SFSR-GCS Hand Stamp
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A p p e n d i x D : F o l d e r N a m e s
Financial Aid Document Type Folder Name
Change of Grades (COG) REGISTRAR
Transfer Credit Course Equivalency (TCCE) SYSTEMS
Back File Storage Application (BF_STOR_APP) ADMIT
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